Sample email format for vendor on rejection of material

Sample email for rejection of material sent by the vendor comes under the formal letter category. Though such an email expresses dis-satisfaction, yet it should be written in a formal way. Here I had given some tips on what are the things to be included while writing an email and the way to express the dis satisfaction are given here.

In many business occasions, there might exist problem with the vendor regarding the supply of the goods. In some cases the supply of goods will not be in time or some time the supply of goods will not be good quality or the supply quantity will be different from that of the ordered quantity, in that cases customer has to reject the material from the supplier. For the same purpose they will send the email to the supplier regarding the issue. In the below mentioned section, I had given a sample email format for the rejection of the material.

Sample email on rejection of material supplied by the vendor

18th June 2012

ABC corporation
Immadahalli road,

Karina Food world Consumer products,
Srinagar colony,
Outer Mumbai road,

Subject – Rejection of material supplied by Karina food world
Reference Load number – W0010301/23

Dear Sir,

This email is with reference to the load materials sent on June 12th 2012.We are very sorry to say that the material which you had sent on the above mentioned date is not of good quality as it is having flaws and it is not in usable state having some insects in it. If we supply the materials to the customer, it may end up with issue like customer approaching consumer court. The load number details I had mentioned above. Kindly let me know whether you will be vising here for inspection of the goods or let me know whether should I need to send the load back to local address from where we got the load. It will be great if you could take any action at the earliest, which will make us comfortable. The sample screen shot of the material quality compared to the good quality also attached here. And the numbers of units rejected also given in the Excel sheet attached, please go through the same and revert us back for any further clarification. Appreciate your quick response.

Yours Sincerely
Managing director of ABC corporation,

Tips to write the rejection letter-

  • Have to state the clear reason for the rejection of the material.

  • Have to inform them about the review of the goods in case if the material is rejected because of the poor quality

  • Have to state the quantity in numbers or the load number corresponds to the supply, so that it will be easy for the vendor to track the issue.

  • Like any other formal letters, this letter should also contain date at the left/right hand side.

  • From and To should be mandatory with complete details, so that it will be easy for the supplier to collect the goods.

  • Subject should contain the information on the load number which is rejected by the customer.

  • Dear Dir/Respected Sir can be used in the body of the letter to start with.

  • And the letter has to end with yours sincerely or truly like any other formal letter.

  • The words that are expressed should be very harsh and colloquial or funny words are not to be used as it might be taken in a different angle by the supplier

  • If we have some dis-satisfaction regarding their supply or goods or related to time then it has to be explicitly mentioned but in a soothing way.

  • All the rejection email with correct reason has to be send via certified mail so that it will add value to the letter.

  • If the material quality is not good then, snapshot of the material with the good materials can be taken and can be attached across the email.

  • In case of the rejection of materials, vendor may ask for the bill settlement. So all these formalities has to be carried out in a legal way with the help of the layer if needed.

  • Conclusion –

    Sample email format for applying tatkal passport and Sample email for applying bank statement and the other formal email witting etiquettes are given here . So the user can check these articles as well for a clear picture of how to write a formal letter.


    Guest Author: ishant rawat08 Mar 2015

    How can I write mail to Buyer for some fabric issue in shipment which LRD is in next 20 days.

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